How to set up a client's plan, tax and card on file

How to do it

1. 1

   Open the client's Billing tab.

   Open Clients, pick a client, then open the Billing tab. It holds the subscription, the Tax tab, the Payment method card and the invoices.

2. 2

   Add a plan and read the summary.

   When you add a plan, a summary card shows above Create subscription. It shows the plan name, how often it bills, each charge and a Total. It may also show Tiers, Bands, Included and Discounts. It prices the first period only. The Total uses the same calculator as the real invoice. It counts discounts and sales tax, but not tax that QuickBooks adds. If you see This client cannot start on this plan yet, there is no Total. Only Create subscription makes the subscription.

3. 3

   Move around the subscription page.

   The sections are listed down the left side. One shows at a time. They are Plan Items, Contract Terms, SLA Response Times, Plan Change Schedule and Agreement. Plan Items opens first. SLA Response Times shows only on some Core plans. One Save button saves every section.

4. 4

   Set the client's tax on the Tax tab.

   The tab has a tax-exempt toggle, a default tax code and the local sales tax rate. Turn tax-exempt on and the controls below it turn off. An exempt client is not taxed. With QuickBooks connected, the toggle syncs both ways with the QuickBooks customer. The default tax code shows only when QuickBooks is connected. The list comes from QuickBooks. Choose No client default (use item / instance default) to clear it in both places. A code on the invoice wins first. Then a line's own code. Then this client default. Then the item default. Then the default for the whole portal.

   Note: With no QuickBooks, it only affects invoices made here.
5. 5

   Read the sales tax rate.

   With no accounting tool connected, you can edit the rate. With QuickBooks connected, the rate is read-only and is not used. QuickBooks works out tax from tax codes. A flat local rate is never used. Disconnect QuickBooks and the rate is editable again.

6. 6

   Add or replace the card on file.

   Find the Payment method card. It shows the card, its status and the latest card charges. The status is Active, Expires soon or Expired. Each charge links to its invoice. Press Add card or Replace card. A secure form opens. The card goes straight to the payment processor. The client agrees to the notice shown with the form. Read it with them. The new card becomes the default one. The client's billing contacts get an email.

   Note: You need billing edit access to see the button. The card is hidden if client cards are off.
7. 7

   Push the client's invoices to QuickBooks.

   Tick the boxes beside the invoices. Then choose Push to QuickBooks in the bar at the bottom. It works the same as on the Invoices tab of Billing. An invoice that cannot go is named with the reason. It stays ticked.

What you will have

• Read the plan summary before you start.
• Move between the sections of the subscription page.
• Set a client as tax exempt and read the default tax code.
• Know why the sales tax rate may be read-only.
• Add or replace the card on file.
• Push a client's invoices to QuickBooks.

Why it works this way: How to set up a client's plan, tax and card on file

If it did not work: How to set up a client's plan, tax and card on file

• You see no Push to QuickBooks or card button: you need billing edit access.
• The tax code list is empty or off: the client is tax exempt, or QuickBooks is not connected.
• The rate will not change: QuickBooks is connected. It owns tax.
• The plan summary has no Total: the client cannot start on that plan yet. Read the line it shows.

Questions this page answers

Keep digging

• How to set up billing statuses for ticket time
• How to use the Set up billing wizard
• How to set up a client agreement and bill the first period
• How to use the Bill your first client wizard